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APPOINTMENT OF

HR ADVISOR

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Contents

Recruitment and Selection Process

Job Description

Person Specification

Summary of Terms and Conditions of Employment

Departmental Information

Information on the City of London Corporation

Equal Opportunities Policy

The information in this pack can be made available in large print,

Braille or on audio tape if required. Please contact 020 7332 3978 for

more information.

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Recruitment and Selection Process

Completed application forms should be submitted to the Corporate Recruitment Unit by

12 noon on 30 September 2010.

You should note that for efficiency reasons, we are unable to acknowledge individual applications. If you do not hear from me within four weeks of the closing date, I regret that on this occasion your application has not been successful.

Contact details are

Corporate Recruitment Unit, Corporate HR Unit, Town Clerk’s Department, City of London Corporation, PO Box 270 Guildhall, London EC2P 2EJ

T 020 7332 3978

E cru@cityoflondon.gov.uk

Short-listed applicants will be required to undertake an assessment centre/interview on

7 October 2010. An offer will be made to the successful candidate shortly after this.

Candidates should note that any offer of employment made by the City of London will be subject to providing the documentation below and satisfying the following checks as outlined in the City Corporation’s Pre-Employment Screening policy:

 Proof of identification

 Proof of right to work in the UK

 Proof of address (utility bill or confirmation from electoral register)  Five year’s employment history

 Two satisfactory references

 Medical assessment, which may include a medical examination by a Doctor nominated by the City of London

You are always advised not to resign from your present employment until any offer of employment has been confirmed.

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JOB DESCRIPTION Job Title HR Advisor

Department HR – Barbican Centre and Guildhall School of Music & Drama

Grade D

Trent Position No.

Purpose of Post

To maintain a full HR service to the Guildhall School and Barbican Centre, providing advice on policy, employment and procedures, assisting with the efficient and effective control of all administrative processes within the specified business area.

Duties

 To assist the HR Business Manager in a collaborative manner for specific business areas, ensuring HR best practice and establishing effective relationships with key staff.

 To liaise with the HR Administrators to ensure effective administration systems are in place, including inducting new HR staff.

 To provide operational face-to-face advice to employees and managers including recruitment, learning and development, maternity, absence, capability, disciplinary, Occupational Health and all other HR issues.

 To facilitate the completion of all new starter documentation, forwarding to Payroll where necessary.

 To assist in the employee complaint, performance management and redundancy processes.

 To attend and contribute at relevant meetings as departmental representative, when substituting for the Business Relationship Manager.

 To ensure employment knowledge is kept up to date, providing advice on relevant information to managers and staff.

 To manage the production of quarterly reports and statistics, analysing employment trends, staff turnover, sickness absence and other management information reports.

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 To assist the HR staff with projects and managed smaller projects where necessary.

 To proactively manage absences reporting, including holiday and sickness, highlighting possible concerns to the Business Manager.

 To ensure the accurate and timely capture of employee data, ensuring information is ready for any annual reports/returns.

 To ensure consultation occurs for employees nearing the end of temporary contracts, meeting with the employee and their line manager at least two weeks prior to the end of contract, in line with City of London policy.

 Conduct exit interviews and analyse trends from information received, issuing acceptance of resignation letters.

 To administer the advertising of vacancies, undertake interviews, process job offers, contracts of employment and other recruitment activity as requested, in conjunction with the Corporate Recruitment Unit.

 To liaise with selected employment agencies, on relevant job vacancies, providing them with a detailed and appropriate brief.

 To advise line managers/job owners on writing adverts, job descriptions, writing interview questions, short listing and assessing candidates as appropriate.

 To ensure that probationary period reports are actioned and to provide advice to managers about probationary periods when necessary, sending end of probation letters to successful probationers.

 To administer appraisals, learning plans and training analysis, coordinating the annual appraisal reviews and liaising with managers to fulfil training requirements as appropriate, whilst ensuring training records are accurate and up to date.

 To help organise and run the induction programmes, and to assist in designing and running all future training events as necessary.

General

 To record and process invoices accurately and in a timely manner, ensuring late payments penalties are not incurred, when administrators are absent.

 To take reasonable care for all health and safety matters concerning myself and those around me, in accordance with the City of London Corporation’s Health and Safety procedures.

 Have a full understanding of how your role and your department relates to the Barbican Experience objectives and the Barbican Experience Statement, in line with the business plan. Continually seek ways to develop your role in, and your contributions to, Barbican Experience completing regular personal action plans where appropriate.

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PERSON SPECIFICATION

Job Title HR Advisor

Department HR – Barbican Centre and Guildhall School of Music & Drama

Grade & Level D Level: 2

Trent Position Number

Please find below the key skills and core behaviours required to undertake this post. These will be used in the decision making process.

Technical Skills / Professional Qualifications / Experience

Demonstrable experience of working in HR. Experience of working in an Arts environment would be useful.

CIPD qualified or working towards qualification, or be able to demonstrate a body of knowledge and skills to this level

Up to date knowledge of employment legislation, recent case law affecting HR and the ability to apply this in a practical way.

Experience of advising managers and staff on all aspects of HR policy and procedures. Experience of handling disciplinary, grievance and sickness cases.

Experience of managing recruitment processes, interviewing and testing.

Numerate and computer literate with excellent knowledge of Microsoft Office systems. Experience of using HR/payroll databases and compiling management information reports.

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Core Behaviours

Thinking

Planning and Organising… Managing time, competing priorities and resources in a

structured way.

Level 2

 Plans ahead to ensure agreed deadlines are met

 Changes priorities and switches between tasks without losing sight of deadlines  Monitors plans and progress, taking corrective action where needed

 Pro-actively keeps relevant stakeholders informed of plans and updates them when things change

Analysis and Problem Solving… Analysing information logically, drawing on one’s

knowledge and experience base and calling on other references and resources as necessary to generate appropriate and/or creative solutions.

Level 2

 Identifies the component parts (facts, characteristics, qualities, concepts, environment etc) that need or potentially need to be considered in resolving a problem

 Goes beyond the more obvious considerations to include those that may not at first appear directly relevant to the issue or problem

 Applies common sense along with more formal analytical techniques to keep issues in perspective

 Learns from errors, putting in place systems and processes to ensure problems don’t reoccur

Building Relationships

Communication and Influence… Presenting information and arguments verbally or in

writing to improve understanding, influence outcomes and foster engagement and support.

Level 2

 Takes account of the audience and/or readership, the urgency and the content of the message

 Gets key points of written communication across without ambiguity  Contributes effectively and concisely at team meetings

 Gives appropriate and balanced feedback (and is accountable for/stands by comments made)

Self-Managing

Accountability… Being responsible for one’s own actions, seeing things through, doing

what we say we will.

Level 2

 Manages time and workload effectively

 Takes responsibility for delivering own work without unnecessary supervision  Takes quick action to address problems either individually or through involving

others

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Achieving

Customer Focus… Understanding and responding to customer needs (either internal or

external customers), demonstrating a passion for high quality customer service and placing the customer at the very heart of what we do at CoL.

Level 2

 Is passionate about delivering the highest possible service to internal and/or external customers, willingly ‘going the extra mile’

 Spend time with and/or ‘puts oneself in the shoes of’ customers in order to think through appropriate processes, paperwork and face to face interaction

 Is committed to continuous improvement of services, sharing ideas with manager and colleagues

 Readily readjusts priorities to respond to pressing and changing customer demands

Recruitment – Note to Applicants

These key skills and core behaviours will be used in the decision making process for recruitment. Please give examples of how you have exhibited these behaviours in your previous role(s). It is essential you address each of these on the application form on the section for supporting information. Be as specific as possible, we cannot guess or make assumptions, but will assess your application solely on the information provided. Try to provide evidence, by examples, where possible, of skills, knowledge and experience contained in this person specification

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Summary of Terms and Conditions of

Employment

This summary is given as a guide and is not intended to form part of an individual’s contract of employment.

Salary

The salary range for this job is £29,690 to £34,550 inclusive of a special London Supplement of £4,780 p.a. This figure will be reviewed annually from 1 July in line with the pay award for other salaried staff within the City of London Corporation.

New appointees will normally be placed on the bottom of the pay scale.

Contract

The job is offered on a fixed term contract

Hours of Work

Normal office hours are 35 hours per week, excluding lunch breaks, Monday to Friday inclusive but the postholder shall be expected to work the hours necessary to carry out the duties of the position.

Frequency and Method of Payment

This is a monthly paid appointment and salaries are credited to a Bank or Building Society Account on the 11th of each month.

Annual Leave

There is an entitlement of 28 days annual holiday plus Bank Holidays. There are subsequent increases to entitlement to annual holiday according to length of service.

Sickness Absence and Pay

The City of London Corporation has a comprehensive Occupational Sick Pay scheme, details of which can be found in the Employee Handbook which will be given to you upon commencement.

Pension

You will automatically be admitted to the City of London Corporation’s Pension Scheme if you have a contract of employment for more than 3 months. Employees contribute between 5.5 and 7.5% of their pensionable pay to the scheme, depending on salary. If you do not wish to join the Scheme you must make a formal declaration stating you wish to opt out. You may contact the Pensions Office directly should you have any queries relating to the Local

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Government Pension scheme and your entitlements under this scheme. Normal retirement age is 65 years.

Continuous Service

If you join the City of London Corporation without a break in service (subject to certain exceptions) from another body covered by the Redundancy Payments (Local Government) (Modification) Order 1999, your service with that institution will count for the purpose of continuous service. The amount of continuous service which you have will affect your entitlement to certain contractual benefits; for example, annual leave, sick leave and maternity leave. A full explanation of Continuous Service is contained within the Employee Handbook.

Probationary Period

You will be employed initially on a six month probationary period. Should either party wish to terminate the employment during this period, then one week’s notice will be required on either side, except for summary termination for gross misconduct.

Notice Period

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Departmental Information

The Barbican Centre is the largest multi-arts centre in Europe, featuring art, film, music, theatre, dance and education all under one roof and under one creative direction.

Who we are

The Centre comprises the 1,949 seat Barbican Hall, the 1,166-seat Barbican Theatre, the 200-seat Pit theatre, 3 cinemas, the 1,393 m2 Barbican Art Gallery, a 2nd gallery; The Curve, 4,645m2 of foyers and public spaces, the Lakeside Terrace, a roof-top tropical conservatory, 7 conference suites, 2 trade exhibition halls, private function rooms and the 3 restaurants; Searcy’s, Waterside Café and Balcony Bistro.

In the last decade, the Barbican has undergone a radical transformation bringing all the artforms under one roof and finally fulfilling its true potential, to present wide-ranging international programme and multi-arts festivals, which break down the traditional artform boundaries.

Our vision

Sir Nicholas Kenyon, Managing Director

I want the Barbican to be the beating heart of the City of London, a place of stimulation, refreshment, and adventure which reaches out beyond the confines of its walls to involve those within the Square Mile and far beyond. Whether you work, live or visit the City, I hope you will come and discover how the Barbican Centre and its City arts partners are at the forefront of helping to introduce a new generation to the thrill we all feel when great art makes an impact on our lives.

As London looks east in the years to the Olympics of 2012, there is a huge opportunity for the Barbican, the City and the arts. Thanks to the constant support of the City of London Corporation we can insure that the place of culture during that important period is both recognized and celebrated. There are extraordinary talents and skills emerging in a new generation of creative artists and performers: let’s make the most of them, support them, and make the arts flourish!

Working at the Barbican

The Barbican is a busy, challenging environment, and all employees should possess exemplary standards of customer care, both internally and externally. We promote and operate an equal opportunities policy, ensuring that all applicants and employees receive fair treatment. The Barbican has approximately 300 permanent staff supplemented by casual staff in areas such as ticket sales and house management.

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We employ staff in a wide range of fields: engineering, project management, sales, finance, marketing, IT, education, production management, arts administration, programming for all art forms and many others. Having such a variety of staff makes Barbican a very interesting place to work for.

Barbican staff can take advantage of various opportunities to see films, art gallery exhibitions and theatre and concert hall performances for free, or at a discount. They also get a free access to all art galleries across London as well as discounts in Barbican restaurants.

More information

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Departmental Information

The modern Guildhall School is distinctive in being the only major European conservatoire which is both a music school and a drama school, and one which is pre-eminent in technical theatre, professional development and music therapy. A thriving Junior Guildhall, the recent addition of the Centre for Young Musicians and a range of annual summer schools further complement the outstanding opportunities available. Long recognised as a centre of

excellence, the School has been twice-honoured by consecutive Queen's Anniversary Prizes; in 2005 for its unrivalled development and outreach programme, Guildhall Connect, and in 2007 in recognition of the achievements and work of the School's Opera Programme over the last two decades.

Since its founding in 1880, the Guildhall School has stood as a vibrant showcase of the City of London Corporation's commitment to education and the arts. Situated in the heart of the City, the School moved to its present premises in the Barbican in 1977 solidifying a unique link with both Europe's largest arts and conference centre, including the Barbican Hall and the Pit Theatre, and the world-class London Symphony Orchestra. This connection is now formally recognised with the establishment of the LINK Alliance, a partnership between the School, the Barbican Centre and the LSO to create the world's leading centre for

performance, training and education in the performing and visual arts.

The reputation of the teaching and increasingly the research across all the disciplines in the School is unrivalled. Students experience working in a professional context to professional standards with an exemplary pool of outstanding artists who work with us as directors, conductors, coaches and tutors. The School's graduates consistently succeed at the highest levels of their chosen profession.

The School currently numbers over 800 students on its roll call, approximately 700 of whom are undergraduate and postgraduate music students. At the present time, 135 are studying on the Acting and Technical Theatre programmes. In any given year, about 40% of the students are from outside the UK typically representing over 40 nationalities.

The Guildhall continues to enhance its programmes and contribute to the cultural life of the City by forging even stronger ties not only with the Barbican Centre and the LSO, but also the BBC Symphony Orchestra, the London Jazz Festival, the City of London Festival, the Royal Court, and the RSC.

The most significant investment in the Guildhall School's future was recently announced with unveiling of the plans for the £90 million redevelopment of the neighbouring Milton Court site. The new building will house three new performance spaces: a concert hall (610 seats), a theatre (225 seats) and a studio theatre (up to 128 seats) in addition to drama teaching and administration spaces. By the anticipated opening in the spring of 2013, the Guildhall's facilities will at long last match the outstanding quality of its training and the success of its graduates.

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Introduction to the City of London Corporation

About the City

The City is the world leader in international finance and business services – a global powerhouse at the heart of the UK’s financial services. The City of London Corporation provides a dedicated service to the City, from essential infrastructure maintenance to strategic economic development as well as carrying out the normal functions of a local authority. It also provides a range of services that make a wider contribution to economic, social and environmental well-being. Many of these have a direct effect on people outside of the City’s geographical boundaries and contribute to a wider regional and national prosperity.

The City Corporation pre-dates Parliament and its experience and tradition underpin its modern and efficient services. Its constitution is rooted in the ancient rights and privileges enjoyed by citizens before the Norman Conquest in 1066. It proudly maintains its heritage through a series of ceremonial functions, including the Lord Mayor’s Show, that uphold the distinctive nature of the City and the City of London Corporation.

Organisational structure

The City Corporation is run through the Court of Common Council – its main decision making body – which is presided over by the Lord Mayor.

The Court is made up of Members and Aldermen who are elected from the City’s 25 wards to represent the interest of both residents and businesses. The Court operates on a non-party political basis and meets to debate issues that have arisen from the City Corporation’s diverse committees.

These committees, with the City of London Corporation overall direction provided by the Policy and Resources Committee, discuss day to day activities and projects in collaboration with City of London Corporation officers who carry out the work and report to the Town Clerk.

Our Vision

The City of London Corporation’s vision is;

The City of London Corporation will support and promote the City of London as the world leader in international finance and business services, and will maintain high quality, accessible and responsive services benefiting its communities, neighbours, London and the nation.

Our Strategic Aims

From this overall vision we have three strategic aims:

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 To support and promote ‘The City’ as the world leader in international finance and business services.

 To provide modern, efficient and high quality local services and policing within the Square Mile for workers, residents and visitors whilst delivering sustainable outcomes.

 To provide valued services to London and the nation.

Our Medium Term Policy Priorities

These aims are supported by five key medium term policy priorities:

 Improving our efficiency whilst maintaining the quality of our services  Being a good neighbour

 Supporting people and business through the current economic downturn  Acting as a voice for the City and all its communities

 Providing cultural opportunities for all

Our Core values

The City Corporation has three core values that inform the way we work, what we do and how we do it:

• The right services at the right price

Providing services that our varied communities need in an efficient and sustainable manner, as established through dialogue and consultation.

• The best of the old with the best of the new

Securing ambitious and innovative outcomes that make a difference to our

communities whilst respecting and celebrating the City’s traditions and uniqueness, and maintaining high ethical standards.

• Opportunity and prosperity for all

Demonstrating commitment to equality and diversity of opportunity for those within and beyond our boundaries and seeking to increase social capital and economic wellbeing through investment in people, services and infrastructure and responsible management of natural resources.

Further detail is provided in the City Of London Corporation’s Corporate Plan 2009-2012, available on the City’s website: cityoflondon.gov.uk/corporateplan

Performance

In February 2009, the City of London Corporation was given the highest rating of four stars for performance (of our local authority functions) and judged to be improving strongly in the Audit Commission’s Comprehensive Performance Assessment for 2008. We retained our scores of 4 for Children and Young People and for Adults Social Care.

Full details of all our services are available on our website www.cityoflondon.gov.uk .Partnerships

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The City of London Corporation is also the lead organisation in the City’s local strategic partnership: The City Together (TCT) Board. The TCT is responsible for delivering the wider priorities for the City’s communities as laid out in the sustainable community strategy (SCS) entitled The City Together; the Heart of a World Class City 2008-2014.

Vision, Themes and Goals

The vision for The City Together is:

The City Together will work to support the City of London as a leading

international financial and business centre in a way that meets the needs of its diverse communities and neighbours.

The five themes for The City Together Strategy are:

The City Together: The Heart of a World Class City which ….is competitive and promotes opportunity

….supports our communities

….protects, promotes and enhances our environment ….is vibrant and culturally rich

….is safer and stronger

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Organisation Chart for the City of London Corporation

Town Clerk 

Law and Order  Commissioner of Police    Recorder    Common Serjeant    Coroner  Town Clerk    Economic  Development    Public Relations    Chamberlain    Comptroller & City  Solicitor    Remembrancer    City Surveyor    Mansion House 

Corporate 

Departments 

  Planning and  Transportation    Community &  Children’s Services    Environmental  Services    Open Spaces     Libraries, Archives &  Guildhall Art Gallery    Markets 

Service 

Departments

Institutional 

Departments

Barbican Centre    Guildhall School of  Music & Drama    City of London School    City of London School  for Girls     City of London  Freemen’s School 

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Equal Opportunities in Employment

Policy

Introduction

The City of London Corporation values the rich diversity and creative potential people with different backgrounds, skills and abilities bring to the workplace.

Our equal opportunities policy aims to treat all current and prospective employees fairly and with dignity and respect.

The City of London Corporation will not tolerate unfair treatment on the grounds of: age, disability, employment status, ethnic origin, gender, marital status, nationality, religious belief or non-belief, responsibility for dependants, sexual orientation, social background, trade union or political activity or any other reasons which cannot be shown to be justified.

In applying this policy, the City of London Corporation recognises its obligations under relevant employment and equality law and Codes of Practice. However, our policy is not just about legal compliance but goes wider. We will be proactive in promoting our commitment to equality and diversity and to being a good employer.

Implementing the policy

Promoting equal opportunities is one of our Core Values and we want our policy to be implemented. We will

 communicate the policy to all employees  provide appropriate training

 allocate clear responsibilities

Responsibility

The Town Clerk has overall responsibility for ensuring the implementation of the City of London Corporation’s Equal Opportunities Policy. Each Chief Officer has responsibility for ensuring successful implementation of the policy within their own department. We all have a responsibility to contribute to its success by ensuring our behaviour supports the principles laid out in the policy.

The City of London Corporation will not tolerate acts breaching our policy. Any breaches will be fully investigated and may be subject to the City of London Corporation’s disciplinary procedure.

Recruitment and Selection

Equal opportunity starts here. We will

 consider candidates solely on merit, against carefully considered, justifiable job requirements

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 make advertisements welcoming to all types of applicant

 avoid stereotypes that only certain groups of people are suitable for particular jobs

Career Development and Training:

Central to our equal opportunities in employment policy is that we get the best from our employees throughout their careers. We will

 provide the support necessary to help employees realise their employment potential

 encourage employees to apply for jobs which suit their experience and skills

Terms and Conditions of Employment

Fairness in how people are rewarded is fundamental. We will

 ensure terms and conditions, including pay, are fair and equitable, taking account of responsibility, performance and contribution

 ensure that the benefits, facilities and services available to all our employees will be clearly defined so that people are aware of them

Flexible Working

Our policy recognises that patterns of work are changing as employees have to balance work and domestic commitments. We will

 consider requests for flexible working made under our policies in a way which fairly balances the needs of the individual and the City of London Corporation

Working Together

The City of London Corporation is opposed to any form of harassment or bullying on any ground. Our aim is to create an environment where all employees are treated with dignity and respect and to provide a supportive working environment. We will

 ensure that all employees have access to our comprehensive Policy and Procedure on Harassment and Bullying, our Grievance Procedure and our Code of Conduct  monitor complaints to check that our policy and procedure is working

Monitoring and review

We will regularly check our progress by using workforce monitoring and equality performance indicators. We will

 statistically monitor our workforce composition, staff in post, applicants for jobs, training and development, grievances, disciplinary procedures, dismissals and other reasons for leaving

 use the data collected to examine the success of this policy and to plan for the future

 consult appropriately on the effectiveness of our equal opportunities in employment policy

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Different Types of Discrimination

We recognise that discrimination can take different forms

Direct Discrimination

This means treating someone less favourably because of who they are. For example, not offering the best candidate a job because they are black, or married or female is direct discrimination.

Indirect Discrimination

This happens when an unnecessary requirement or condition is applied to a job that affects one group of people more than another. For example, specifying a very long period of continuous employment in a similar job as part of an advert might discriminate against younger people or those who have spent time looking after small children.

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